Phoenix 3 - White Fleet Management Services

The Authority is seeking to engage a suitable Supplier to deliver centralised White Fleet Management in the UK and overseas. White Fleet shall consist of both lease and rental, and cover various type of vehicles: passenger car, minibus, coach, light van, cargo, (light and heavy including trailers).

The chosen Supplier shall undertake White Fleet Management Services, this includes:

(1) Procurement Agent services; acting on behalf of the Authority to source vehicles through Government Frameworks (where available and best value for money) and providing end-to-end contract management. The Supplier shall source the Authority's requirements via Government Frameworks OR via tender on behalf of the Authority if the requirement is outside of the Government Framework's scope, or better value for money from can be obtained. In exceptional circumstances, the Supplier may be able to fulfil requirements via their own supply chain only if better value for money can be evidenced

(2) Fleet Management - the Supplier shall be responsible for ensuring the Authority's fleet of vehicles is managed efficiently, both in terms of cost and operational delivery, with the aim to improve efficiency, reduce costs and provide compliance with Government legislation,

(3) Implementation and maintenance of an online Fleet Management Information System (FMIS). The FMIS shall include information regarding the operation of their fleet, including, but not limited to, the management of lease vehicles, rental booking management, invoicing, telematics data, producing reports and monitoring the usage of the fleet.

Planned contract award is November 2025. This contract shall replace the existing contract, which is due to expire in February 2026. A suitable transition period has been included to ensure continuity of supply. The initial contract term shall be 5 years, with the option of extending for up to five one-year periods. As such, the contract shall have a total possible duration of 10 years.

The estimated total value is £1,773,000,000.00 (£1.773bn) excluding VAT. The Fleet Management Services (total estimated at £92.065 million excluding VAT across 10 years) forms a relatively small portion of the Contract value with the majority of cost being driven by 'pass-through charges' for the cost of the vehicle hire or lease (total pass-through charges estimated at circa £1.681bn excluding VAT, across 10 years). The costs of the vehicle hire or lease shall be paid to the vehicle Suppliers. The Contract includes provisions for the Supplier to take advantage of Gainshare opportunities.

The bidder shall request to participate via completion of the Dynamic Pre-Qualification Questionnaire (DPQQ). The criteria for passing the DPQQ is set out within the DPQQ Guidance which will be accessible on the Defence Sourcing Portal (see link below).

https://contracts.mod.uk/esop/guest/go/opportunity/detail?opportunityId=58627

Additional information: Phoenix 3 - White Fleet Management Services